Browse Category: Clerical Operations

Rules in Alphabetic Filing Part 6

In the previous post we have learned how to file names with professional and personal titles. In this post, we are going to learn how to file names with abbreviations.

Rule 6

All abbreviations in names should be alphabetized as though they were spelled out. Consider the following examples:

St. Peter
Fr. Joel
Mr. Cruz

Ft. Santiago
Quezon Ave.
Brixton St.

They are filed by unit as:

Father Joel
Mister Cruz
Saint Peter

Brixton Street
Fort Santiago
Quezon Avenue

Now, try these following exercise:

Exercise 1

Ms. Abelan
Bro. Justin
Engr. Perez
Atty. Quintin
St. Matthew

Exercise 2

Captain Burger Jr.
St. Joseph Funeral Homes
Fifth Ave.
Maginhawa St.
Blue Cor. Printing Co.

Exercise 3

Abshp. Welby
Mngr. Gallo
Prof. Reyes
Mr. Lopez
Gov. Medina

Answer to Exercise 1

Attorney Quintin
Brother Justin
Engineer Perez
Miss Abelan
Saint Matthew

Answer to Exercise 2

Blue Corner Printing Company
Captain Burger Junior
Fifth Avenue
Maginhawa Street
Saint Joseph Funeral Homes

Answer to Exercise 3

Archbishop Welby
Governor Medina
Manager Gallo
Mister Lopez
Professor Reyes

Alphabetizing Quiz 5

File the following correctly.

Item 01

a) Master Roshi Siomai House
b) Doctor Love Pet Clinic
c) Sister Mary’s Cupcakes
d) Miss Minchin’s Donut House
e) Sir Ramos’ Book Shop

1) b-c-a-d-e
2) b-d-a-e-c
3) b-c-d-e-a
4) b-a-d-c-e
5) b-a-d-e-c

Item 02

a) Victoria L. Romero, Ph.D
b) Tirso Cruz III
c) Tony Clemente Jr.
d) Belinda Salalila, CPA
e) Atty. Henry Dave Lozano

1) e-d-c-a-b
2) e-d-a-c-b
3) c-b-e-a-d
4) c-b-a-e-d
5) c-e-b-a-d

Item 03

a) President Asuncion
b) Engineer Licab
c) Honorable Sencio
d) Dean Guttierrez
e) Father Joy

1) d-e-b-c-a
2) d-b-e-c-a
3) a-d-e-b-c
4) a-d-b-e-c
5) a-e-d-b-c

Item 04

a) Dean Edmond Guttierrez
b) Honorable Agnes Sencio
c) Father Joy Thomas
d) Engineer Arthur Licab
e) President Lucio Asuncion

1) a-d-c-b-e
2) a-d-b-c-e
3) e-a-d-c-b
4) e-a-d-b-c
5) e-a-b-d-c

Item 05

a) Joan Sanchez, MD
b) Russell Simon, CPA
c) Lorena Go, PhD
d) Leo Sy, RN
e) Digna Valdez, RD

1) c-a-b-d-e
2) c-a-d-b-e
3) e-a-d-c-b
4) e-a-c-d-b
5) e-a-d-b-c

Item 06

a) Ms. Lovely Salon and Spa
b) Professor’s Bookstore
c) Princess Sarah’s Accessories
d) Mr. Fix-IT Repair Shop
e) Lady Mitchell’s Cosmetics

1) e-a-d-b-c
2) e-d-a-c-b
3) e-a-d-c-b
4) d-a-e-b-c
5) d-a-e-c-b

Item 07

a) Mayor Sanchez
b) Pastor Lapuz
c) Madam Dominguez
d) Master Wong
e) Chancellor Pedragosa

1) c-b-e-a-d
2) c-b-a-e-d
3) c-b-e-d-a
4) e-c-d-a-b
5) e-d-c-a-b

Item 08

a) Mayor Sebastian Sanchez
b) Pastor Eddie Lapuz
c) Madam Evangeline Dominguez
d) Master Jik Wong
e) Chancellor Emma Pedragosa

1) e-c-b-a-d
2) e-c-d-a-b
3) c-e-b-a-d
4) c-b-a-e-d
5) c-b-e-a-d

Item 09

a) Hannah Medina, RMT
b) Francis Gojo, CD
c) Danilo Hulyo, CPA
d) Daniel Siprante, MBA
e) Luke Cervantes, MDS

1) e-b-c-a-d
2) e-c-b-a-d
3) b-c-d-e-a
4) d-c-a-b-e
5) d-c-b-a-e

Item 10

a) Victor A. Avelino, Jr.
b) Dindo P. Avanzado, III.
c) Pastor Erick Dela Cruz
d) Sir Edison Quijano
e) Lara M. Delos Santos, MA

1) b-a-c-e-d
2) b-a-c-d-e
3) b-d-c-e-a
4) a-b-c-e-d
5) a-b-e-c-d

Answer key:

1) 5 – b-a-d-e-c
2) 3 – c-b-e-a-d
3) 2 – d-b-e-c-a
4) 4 – e-a-d-b-c
5) 1 – c-a-b-d-e
6) 3 – e-a-d-c-b
7) 4 – e-c-d-a-b
8) 5 – c-b-e-a-d
9) 1 – e-b-c-a-d
10) 1 – b-a-c-e-d

Rule 5 Alphabetizing Exercise

Rule 5 Alphabetizing Exercise

1)
a) Prince William
b) Senator Pacquiao
c) Mayor Teodoro
d) Miss Minerva
e) King Ned

2)
a) Professor Mendoza
b) Chancellor De Vera
c) Sir Eugene
d) Atty. Lao
e) Father Carbajal

3)
a) Father Andres Carbajal
b) Doctor Jelly San Andres
c) Sister Mercy Pastrana
d) Professor Julius Ong-Lee
e) Senator Grace Poe

4)
a) Gener T. De Guzman, Jr.
b) Mayor Joselito Cruz
c) Henry F. Santiago, II.
d) Miss Liza S. Celeste
e) Francis A. Mercado, Ph.D.

5)
a) Mother Mary Foundation, Inc.
b) Princess Diana Botique
c) Doctor Reyes Dental Clinic
d) Atty. Reyes Law Office
e) Engr. Robles Construction Firm

Answer:

1) e-c-d-a-b
2) d-b-e-a-c
3) a-d-c-e-b
4) d-b-a-e-c
5) d-c-e-a-b

Rules in Alphabetic Filing Part 5

In the previous post we have learned how to file compound and hyphenated surnames. In this post, we are going to learn how to file names with professional or personal titles.

Rule 5

Titles which are an intrinsic part of the name are considered as the first unit. Consider the following examples:

Princess Diana
Mother Theresa
King Arthur
Pastor Ed
Prince Harry

They are filed as:

King Arthur
Mother Theresa
Pastor Ed
Prince Harry
Princess Diana

But when a title of a person is added to a full name, it should be considered as last unit. Look at these examples:

Senator Panfilo Lacson
Congressman Art Dela Cruz
Attorney Jerry Villar
Doctor Hannah Villegas
Miss Lovely Pedroso

They are filed as:

Delacruz, Art Congressman
Lacson, Panfilo Senator
Pedroso, Lovely Miss
Villar, Jerry Attorney
Villegas, Hannah Doctor

Also, other titles appendages such as Sr., Jr., II., Mrs. Ph.D are also considered as the last name. Examples:

Teodoro, Albero II.
Candelaria, Jenny Mrs.
Lapuz, Ted PhD

Lastly, firm names beginning with a title should be indexed and filed as Title – (Company name). Examples:

Dr. Strange Computer Shop
Ms. Minchin’s Munchkins
Mr. Lova Laundry Shop

They are filed as:

Doctor Strange Computer Shop
Miss Minchin’s Munchkins
Mister Lova Laundry Shop

Now, try these following exercise:

Exercise 1

Father Matthew
Madam Claudia
Mistress Mary
Attorney Marra Sy
President Jaime Ramos

Exercise 2

Professor Eugene Dominguez
Mayor Robert Ambrosio
Chancellor Albert Gonzaga
Mr. Andy Smith
Ramon P. Bautista Jr.

Exercise 3

Atty. Max Moreno Law Office
Dr. Lemon Fruit Juice
Mr. Pepper Bakeshop
Mr. Clean Laundry Shop
Master Fix-it Computer Shop

Answer to Exercise 1

Father Matthew
Madam Claudia
Miss Mary
Ramos, Jaime President
Sy, Marra Attorney

Exercise 2

Ambrosio, Robert Mayor
Bautista, Ramon P.  Jr.
Dominguez, Eugene Professor
Gonzaga, Albert Chancellor
Smith, Andy Mr.

Exercise 3

Attorney Max Moreno Law Office
Doctor Lemon Fruit Juice
Master Fix-it Computer Shop
Mister Clean Laundry Shop
Mister Pepper Bakeshop

Alphabetizing Quiz 4

File the following correctly.

Item 01

1) Analiza B. Viray
2) Annaliza C. Vicencio
3) Mary Ann D. Santiago
4) Carmela M. Santos
5) Janice O. Yap

a) 3-4-2-1-5
b) 3-4-1-2-5
c) 3-4-1-5-2
d) 3-4-5-1-2
e) 3-1-4-5-2

Item 02

1) Lily O. Allen
2) Mandy N. Perez
3) Gigi F. Hadid
4) Madison T. Reyes
5) Arnold M. Reynoso

a) 1-3-4-2-5
b) 1-3-4-5-2
c) 1-3-2-4-5
d) 1-2-3-4-5
e) 1-3-2-5-4

Item 03

1) Collin S. Santa Maria
2) Melanie D. Delos Santos
3) Wilson I. Ong-Yap
4) Edison H. Florida
5) Lexi T. Tramo

a) 2-3-4-1-5
b) 2-4-3-1-5
c) 2-4-3-5-1
d) 2-3-1-5-4
e) 2-3-4-5-1

Item 04

1) Sarah G. Hernandez
2) Elmo E. San Rafael
3) Anna I. Santo Tomas
4) Lea S. San Bartolome
5) Jasmine P. Hesarza

a) 1-4-2-5-3
b) 1-4-5-2-3
c) 1-5-4-3-2
d) 1-5-4-2-3
e) 1-2-3-4-5

Item 05

1) Mary Ann F. Dela Torre
2) Zenaida M. Zulaybar
3) Andres P. Zuniga
4) Mildred G. Dela Cruz
5) Norman T. Delos Santos

a) 4-1-2-3-5
b) 4-1-3-5-2
c) 4-1-5-2-3
d) 3-1-4-5-2
e) 3-1-4-2-5

Item 06

1) Nestor P. San Lorenzo
2) Bella Tanya
3) Light A. Ong-Yu
4) Misty B. Santa Ana
5) Paolo D. San Pedro

a) 3-1-5-4-2
b) 3-1-5-2-4
c) 3-1-4-2-5
d) 2-3-4-1-5
e) 2-3-4-5-1

Item 07

1) Junjun F. Aban-aban
2) Lando M. Abanag
3) Harry T. Distro
4) Helen S. Santiago
5) Julie E. Enriquez

a) 2-1-3-4-5
b) 1-3-2-5-4
c) 1-2-5-4-3
d) 1-2-3-5-4
e) 2-1-3-5-4

Item 08

1) Melissa S. Baldomino
2) Baldonado Nicanor
3) Laila San Nicolas
4) Irma P. Paz
5) Gigi E. Pio

a) 1-2-3-5-4
b) 1-2-4-3-5
c) 1-2-3-4-5
d) 2-5-4-3-1
e) 2-5-4-1-3

Item 09

1) Devin C. San Dionisio
2) Alma R. Rodriguez
3) Liza M. Tan-Ching
4) Henry U. Tiuseco
5) Quintin F. Valencia

a) 2-1-3-5-4
b) 2-1-3-4-5
c) 2-1-4-3-5
d) 2-1-5-4-3
e) 2-1-5-3-4

Item 10

1) Jasper O. Villanueva
2) Emily A. Villasper
3) Ronnel D. Villaluz
4) Amity L. Sa-dam
5) Nixon M. San-dala

a) 4-5-3-1-2
b) 4-5-3-2-1
c) 4-2-1-5-3
d) 4-2-1-3-5
e) 4-1-2-5-3

Answer key:

1) a – 3-4-2-1-5
2) c – 1-3-2-4-5
3) b – 2-4-3-1-5
4) d – 1-5-4-2-3
5) c – 4-1-5-2-3
6) a – 3-1-5-4-2
7) d – 1-2-3-5-4
8) c – 1-2-3-4-5
9) b – 2-1-3-4-5
10) a – 4-5-3-1-2

Rule 4 Alphabetizing Exercise

Rule 4 Alphabetizing Exercise

1)
a) Janna D. De Pedro
b) Merida O. Alimo-ong
c) Neil F. Ag-bon
d) Mildred N. Delos Santos
e) Guillermo P. Delos Reyes

2)
a) Roel M. Magan-an
b) Gener G. Quinta-cruz
c) Jojo B. Dela Cruz
d) Imee T. Tambo-on
e) Ginny H. Dela Vega

3)
a) Rose Anne U. Libu-on
b) Maria Lyn P. Del Valle
c) Serena I. Lee-Uy
d) Honnie P. Del Prado
e) Jerry L. Santos-Lim

4)
a) Tanya R. San Carlos
b) Tony P. San Miguel
c) Molly F. Prieto-Mercado
d) Lerma G. Sapino-sa
e) Melinda S. Don Galo

5)
a) Jonjon D. Cabal-quinto
b) Princess S. Pajo-Chua
c) Elise R. San Rafael
d) Malou Q. Yapchingco-Uy
e) Dennis I. De Juan

Answer:

1) c–b-e-d-a
2) c-e-a-b-d
3) d-b-c-a-e
4) e-c-a-b-d
5) a-e-b-c-d

Rules in Alphabetic Filing Part 4

This is the fourth post in the Alphabetic Filing series. In this post, we are going to learn how to file those hyphenated and compound names.

Rule 4

Hypenated and compound last names are treated as one word. Ignore the hypen (-) and file the two words as one unit. Consider the following examples:

Luna F. Ag-non
Mara S. Dela Vega
Jonna P. Delos Reyes
Lando D. San Pedro

They are filed as:

Agnon, Luna F.
Delavega, Mara S.
Delosreyes, Jonna P.
Sanpedro, Lando D.

Now, try the following exercises.

Exercise 1

Madison Y. Dela Cruz
Noel M. Jagan-an
Lani S. Santa Ana
Bernadeth A. Delos Santos
Micca H. San Carlos

Exercise 2

Lorena S. Delos Reyes
Gino R. San Pedro
Joel M. Santa-fe
Lea O. Dela Costa
Miriam B. Alapa-ap

Exercise 3

Celestine N. Dagas-das
Junior R. Quintos Deles
Helen L. Villa Roman
Angel V. Eli-pajo
Maya C. Baqui-ran

Answer to Exercise 1

Delacruz, Madison Y.
Delossantos, Bernadeth A.
Jaganan, Noel M.
Sancarlos, Micca H.
Santaana, Lani S.

Answer to Exercise 2

Alapaap, Miriam B.
Delacosta, Lea O.
Delosreyes, Lorena S.
Sanpedro, Gino R.
Santafe, Joel M.

Answer to Exercise 3

Baquiran, Maya C.
Dagasdas, Celestine N.
Elipajo, Angel V.
Quintosdeles, Junior R.
Villaroman, Helen L.

Alphabetizing Quiz 3

File the following correctly.

Item 01

1) Universe
2) Unicorn
3) Unity
4) Unisex
5) Umbrella

a) 5-2-4-1-3
b) 5-2-4-3-1
c) 2-5-4-1-3
d) 2-4-5-1-3
e) None of the above.

Item 02

1) Violin
2) Venus
3) Vase
4) Valet
5) Vacuum

a) 5-4-2-3-1
b) 5-3-4-2-1
c) 5-4-3-1-2
d) 5-4-3-2-1
e) None of the above.

Item 03

1) Windmill
2) Western
3) Wax
4) Wardrobe
5) Wrath

a) 4-3-2-5-1
b) 4-1-3-5-2
c) 4-3-2-1-5
d) 4-3-1-2-5
e) None of the above.

Item 04

1) Xanthium
2) Xanthelasma
3) Xanthate
4) Xanthene
5) Xanadu

a) 5-2-3-4-1
b) 5-3-2-1-4
c) 5-3-2-4-1
d) 5-3-4-2-1
e) None of the above.

Item 05

1) Zaddik
2) Zaar
3) Zabaglione
4) Zaddikim
5) Zabrze

a) 2-3-5-1-4
b) 2-3-5-4-1
c) 2-5-3-1-4
d) 2-3-1-5-4
e) None of the above.

Item 06

1) Acuity
2) Bravery
3) Dreamy
4) Character
5) Estimate

a) 1-2-4-3-5
b) 1-2-4-5-3
c) 1-2-3-4-5
d) 1-4-2-3-5
e) None of the above.

Item 07

1) International
2) Fahrenheit
3) Gloomy
4) Heritage
5) Justice

a) 2-4-3-1-5
b) 2-3-4-5-1
c) 2-3-4-1-5
d) 2-3-1-5-4
e) None of the above.

Item 08

1) Owl
2) Monkey
3) Llama
4) Nightingale
5) Kangaroo

a) 5-3-2-1-4
b) 5-3-2-4-1
c) 5-3-4-2-1
d) 5-2-3-4-1
e) None of the above.

Item 09

1) Parrot
2) Snake
3) Rhinoceros
4) Turkey
5) Quail

a) 1-4-3-2-5
b) 1-4-2-5-3
c) 1-4-3-5-2
d) 1-4-2-3-5
e) None of the above.

Item 10

1) Walrus
2) Unicorn
3) Xenon
4) Vixen
5) Yak

a) 2-4-3-1-5
b) 2-1-4-3-5
c) 2-4-1-5-3
d) 2-4-1-3-5
e) None of the above.

Answer key:

1) b – 5-2-4-3-1
2) d – 5-4-3-2-1
3) c – 4-3-2-1-5
4) c – 5-3-2-4-1
5) a – 2-3-5-1-4
6) a – 1-2-4-3-5
7) c – 2-3-4-1-5
8) b – 5-3-2-4-1
9) e – 1-5-3-2-4
10) d – 2-4-1-3-5